Purchasing & Warehouse Associate

Location: Tamuning,GU,Guam

Job Summary:
Reports directly to the Materials Supervisor and is responsible for the effective delivery of purchasing services to TakeCare, FHP and Veiovis internal customers. Will also assist in pick-up and delivery of various items and maintains complete audit trail by ensuring recipient’s signature on log. Also responsible for processing incoming shipments including opening packages, verifying packing slips with contents, identifying shipping errors, resolving problems and entering data into system.

Essential Duties and Responsibilities:

Purchasing Associate:
• Prepares and enters purchase orders for all assigned department accounts. Follows up on orders placed, verifies deliveries.
• Coordinates receipt of incoming shipments.
• Monitors incoming requisitions to review the needs, communicate recommendation to customers and enforce strict compliance to guidelines.
• Resolves discrepancies, approves payment and retains necessary records.
• Reconciles invoice, verifies and processes all receiving documents against vendor invoice and purchase orders.
• Meets and works with customers in identifying materials/supplies usage trends (standardization) and develops appropriate inventory ordering points and levels.
• Compiles and analyzes statistical data to determine feasibility of buying products and establishing price objectives.
• Compiles information from periodicals, catalogues and other sources to keep informed on price trends.
• Confers with vendors to determine factors that affect prices and determines lowest cost consistent with quality, reliability, and ability to meet required deadlines.
• Reviews proposals and negotiates best price. Selects or recommends suppliers, analyzes trends.
• Procures, creates and maintains departmental files and logs. (Express Mail, Subscriptions, Radios, Mobile Phones, and Charge Cards)
• Coordinates new request and repairs for cellular phones, radio, dental, medical, optometry, administration and facilities equipment to avail warranties, loaners, and initiates off island authorization for return/repair transport.
• Generates monthly Issues & Receipts reports and distribute to department heads for budgeting purposes.
• Generates monthly departmental reports to be submitted to Finance.
• Maintains warehouse supply.
• Provides and assists in all areas of operations for Materials Department as needed. (Purchasing, Warehousing, Messenger and Distribution)
• Performs other duties that may be assigned from time to time.

Warehouse Associate:
• Performs timely and accurate pick-up and delivery of various items, and maintains complete audit trail by ensuring recipient’s signature on log.
• Processes incoming shipments including opening packages, verifying packing slips with contents, identifying shipping errors, resolving problems and entering data into system.
• Logs and sorts all courier deliveries prior to distribution.
• Processes and delivers warehouse stock orders and special orders.
• Maintains and is accountable for inventory control levels.
• Monitors and informs buyers of low stock levels.
• Restocks inventory as needed and performs warehouse clean-up activities.
• Operates forklift and vehicles to pull, stock, and deliver supplies.
• Prepares documents and packages for outbound shipments.
• Asset Tags all “Expense & Fixed” assets/equipment prior to delivery
• Responds to all customer inquiries.
• Maintains vehicle conditions, appearance and safety check sheet.
• Maintains and coordinates monthly Fire Extinguisher Inspection.
• Provides and assists in all areas of operations for Materials Department as needed or assigned by Materials Supervisor for Purchasing, Warehousing, Messengerial and Distribution.

Education & Experience:
1. High School diploma or equivalent; chauffer's license is required.
2. Prior experience operating a forklift is required. Candidates who do not currently hold a forklift certification will be expected to obtain one after hire.
3. Experience in preparing purchase orders for all assigned department accounts. Follows up on orders placed and verifies deliveries. Experience in performing timely and accurate pick-up and delivery of various items, maintaining an audit trail with recipient's signature on the log, and processing incoming shipments, including package handling, verification of packing slips, identification of shipping errors, problem resolution, and data entry.
4. Effective team player with excellent interpersonal relationship skills, capable of working well with co-employees, patients, and customers.
5. Behavioral sensitivity, maturity, diplomacy, and tact in addressing complex situations and handling irate customers.
6. Outstanding oral and written communication skills.
7. Strong ethics and a high level of personal and professional integrity.
8. Basic familiarity with federal and state laws and requirements related to healthcare management.
9. Proficient in computer skills, particularly in using MS Office programs.